Assessment Cover Sheet

Student Name Hao Huang

Student ID IBN210057

Unit Code / Unit Name BSBLDR601 - Lead and manage organisational change

Assessment No. 2
Date of Submission 08/06/2022
Student Declaration:
I certify that:
• I declare that the work submitted is my own, and has not been copied or plagiarised from any person
or source.
• I have read the Assessment and Student Handbook and I understand all the rules and guidelines
for undertaking assessments.
• I give permission for my assessment material to be used for continuous improvement purposes.

Student Signature:---------------Hao Huang--------------------------------------- Date:--08-----/---06----/----2022---

Result: □ Satisfactory | □ Not Satisfactory

Trainer/Assessor Feedback

Student Declaration: I declare that I have been Trainer/Assessor Declaration: I declare that I have
assessed in this unit, and I have been advised of my conducted a fair, valid, reliable and flexible assessment with
result. I also am aware of my appeal rights. this student, and I have provided appropriate feedback
Name: Name:
Signature: Signature:
Date: / / Date: / /

Tear off from here………………………………………………………………………………………………….............................................................................

Assessment Acknowledgement Receipt

Student Name: Student ID: IBN
Unit Code /Name: BSBLDR601 - Lead and manage organisational change Assessment No: 2
Trainer/Assessor Signature: Date:
 Assessment method-based instructions and guidelines:
Project
Assessment type

• Project

Instructions provided to the student:

Assessment task description:

• This is the second (2) assessment task you must successfully complete to be deemed
competent in this unit of competency.
• This assessment task requires you to complete a project.
• You are required to lead and manage organisational change in this assessment task.
• You will receive your feedback within two weeks, and you will be notified by your
trainer/assessor when results are available.
• You must attempt all activities of the project for your trainer/assessor to assess your
competency in this assessment task.

Applicable conditions:

• This project is untimed and is conducted as an open book assessment (this means you are
able to refer to your textbook).
• You must read and respond to all the criteria of the project.
• You may handwrite/use computers to answer the criteria of the project.
• You must complete the task independently.
• No marks or grades are allocated for this assessment task. The outcome of the task will be
Satisfactory or Not Satisfactory.
• As you complete this assessment task, you are predominately demonstrating your practical
skills, techniques and knowledge to your trainer/assessor.
• The trainer/assessor may ask you relevant questions on this assessment task to ensure that
this is your own work.

Resubmissions and reattempts:

• Where a student’s answers are deemed not satisfactory after the first attempt, a
resubmission attempt will be allowed.
• The student may speak to their trainer/assessor if they have any difficulty in completing
this task and require reasonable adjustments.
• For more information, please refer to the Training Organisation’s Student Handbook.

Location:

• This assessment task may be completed in:

☐ a classroom
☐ learning management system (i.e. Moodle),
☐ workplace,
☐ or an independent learning environment.

• Your trainer/Assessor will provide further student information regarding the location for
completing this assessment task.

Purpose of the assessment

This assessment task is designed to evaluate your following skills and abilities:
 • Skills to develop and implement a change management plan to lead and manage
organisational change.
• Skills to analyse and interpret information about the organisation’s internal and external
environment and consult with stakeholders to identify requirements and opportunities for
changes that support organisational objectives
• Skills to prioritise opportunities for changes with input from relevant stakeholders
• Skills to develop a change management project plan for the priority changes incorporating
resource requirements, risk management and timelines
• Skills to develop strategies to communicate or educate the changes and embed them
• Skills to obtain approvals and agree reporting protocols with relevant managers and
implement the plan including addressing barriers to change
• Skills to review and evaluate the change management project plan and modify as needed
to achieve objectives.

Task instructions

• This is an individual assessment.

• To ensure your responses are satisfactory you should consult a range of learning resources
and other information such as handouts, textbooks, learner resources etc.
• You must document your responses in the provided template.
• The student must be concise, to the point and write answers according to the given word
limit to each question and not provide irrelevant information.
• You must write your responses in your own words.
• You will be required to complete all parts of this assessment task.

Assessment environment

The assessment can be completed in one of the following assessment environments:

• Online environment
• Simulated environment/ Classroom environment
• Workplace environment

Assessment Task 2: Project

Introduction
“Online Media Solutions” is is a marketing and web development business based in Melbourne,
Australia. The business started in operations in 2015 and has seen exponential growth since its
establishment.

The business operates in the web service industry to offer superior and unique services to small
businesses and institutions (B2B business model). Our experience and expertise in web sales and e-
commerce give us the backing to provide solutions that are currently lacking in the market.

There is an all-time high demand for web development and marketing for small businesses with signs
of rising further. Interestingly, few web developers have taken advantage of this opportunity, leaving
the industry with no dominant participants.

The projects’ high costs and the focus on more prominent companies and institutions could contribute
to why this market remains untapped. We will have a system that will reduce the project costs
dramatically, allowing us to offer quality services at reduced costs.

Business plan

Business plan excerpt

Company details:

Company name: Online Media Solutions, Pty. Ltd

Company address: 2/10 Lawn court, Craigieburn, 3064, VIC

Mission

• Provide best-in-class design services

• Make a positive impact on our customer businesses

• Be respected and admired by peers

Our vision

To provide best-in-class web design and development services in a simple, effective, and cost-
effective manner to the target audience.

Goals and objectives

The goals and objectives of Online Media Solutions are as follow:

• To create a company whose primary goal is to exceed customer expectations.

• To develop a comprehensive and high-quality portfolio

• To create a company whose primary goal is to exceed customer’s expectations

Keys to Success

• We will offer quality web services to small businesses and institutions at affordable prices.

• To build and tailor our services to small businesses.

 • Positioning as a viable solution alternate to more established brands

Services

We currently offer the following services to our clients:

• Interface and Web Design

• Graphics design

• Website development

• Domain and web hosting

• Video editing

• Blog development

• Search engine optimisation

• E-commerce

Values

• Quality service to our clients

• Integrity & Accountability

• Reliability

• Quality

• Innovation

• Respect

Organisational structure and expertise

The foundation team has 30 team members. The business has three (3) departments:

• IT department

• Marketing department

• Sales department

The finance and human resource work are outsourced.

All three (3) departments are managed by Managers who are experienced and experts in commercial
web development and business-to-business sales. Further, the team members are well-experienced
and have years of experience working for MNCs.

All the departmental managers report to the Operations.

Roles and responsibilities

IT Manager

• Running regular checks on network and data security

• Identifying and acting on opportunities to improve and update software and systems

• Developing and implementing IT policy and best practice guides for the organisation

• Designing training programs and workshops for staff

• Conducting regular system audits

• Running and sharing regular operation system reports with senior staff

• Overseeing and determining timeframes for major IT projects, including system updates,
upgrades, migrations and outages

• Managing and reporting on the allocation of IT budget

• Providing direction for IT team members

• Identifying opportunities for team training and skills advancement

Sales Manager

• Managing organisational sales by developing a business plan that covers sales, revenue and
expense controls.

• Meeting planned sales goals.

• Setting individual sales targets with the sales team.

• Tracking sales goals and reporting results as necessary.

• Overseeing the activities and performance of the sales team.

• Coordinating with marketing on lead generation.

 • The ongoing training of your salespeople

• Developing your sales team through motivation, counselling and product knowledge
education.

• Promoting the organisation and products.

• Understand our ideal customers and how they relate to our products.

Marketing Manager

• Evaluating and optimising marketing and pricing strategies.

• Analysing market trends and preparing forecasts.

• Generating new business leads.

• Increasing brand awareness and market share.

• Coordinating marketing strategies with the sales, financial, public relations, and production
departments.

• Developing and managing the marketing department’s budget.

• Overseeing branding, advertising, and promotional campaigns.

• Managing the marketing department’s staff.

• Preparing and presenting quarterly and annual reports to senior management.

• Promoting our brand at trade shows and major industry-related events.

• Keeping informed of marketing strategies and trends.

Business model

“Online Media Solutions” is a full-service web solutions provider for businesses. The company offers
services through the mode of its B2B engagements.

B2B services:

“Online Media Solutions” service portfolio includes Web Design, Graphics design, Website
development, Domain and web hosting, 2d & 3d animation, Blog development, Search engine
optimisation and E-commerce. The project cost will be estimated by the appropriate number of
hours needed to complete the project.

The sales team will aggressively track prospective clients and sell the services provided for
businesses.

Operational model and strategies

B2B engagements

Lead generation – Lead generation refers to creating and generating prospective consumer interest
or inquiry into a business’s products or services. This will be done by building a database of
prospective customers using social networks, business listings, internet search etc.

Sales pitch – A sales pitch is a line of talk that attempts to persuade someone or something with a
planned sales presentation strategy of a product or service designed to initiate and close a product
and service sale. Sales professionals prepare and give a sales pitch using the following methods:

• Face to face meetings

• E-mailing marketing contacts from the leads

Marketing plan

Marketing plan excerpt

The growth of the web and graphics design industry is huge. Over the last five years, it has grown
almost by 30%. The web has become a tool for communicating, interaction and the growth of
businesses.

Existing situation

‘Online Media Solutions’ has successfully established itself in the web development and marketing
industry with signs of rising further.

‘Online Media Solutions’ implemented a system for cost reduction that reduced the project costs
dramatically and helped us offer quality services at reduced costs.

We targeted the small businesses, assessed their needs and provided them with quality services at
reduced costs.

Existing customers

The company focuses on small businesses and institutions that are looking to develop or upgrade
their web presence.

Our service brings onboard any small business that needs an internet presence, but we concentrate
more on those that need more details about their operations online.

Such companies most likely go for all or some of the following services:

• A shopping cart or e-commerce.

• Dynamic features and content.

• Aggressive marketing of products online.

Market opportunity

Opportunity

‘Online Media Solutions’ has successfully ventured into B2B engagements. Based on the analysis
conducted, the organisation sees exponential growth in developing B2C products and selling them
to customers.

These products include:

• Web templates

• CMS templates

• Graphic templates

o Brochure

o Flyers
 o Business cards

• Logo templates

Solution

We will target the develop quality products specified above and sell them to the end-users at reduced
costs using the existing systems to reduce cost.

SWOT analysis

Strengths

• Experience team

• Market demand

• Known market

Weaknesses

• Highly competitive market

• Low margin

Opportunity

• B2C engagement to sell web-based products

Threats

• Price wars

• Market share of existing players

Competitor analysis

‘Online Media Solutions’ has an advantage over its competitors as there are not many competitors in
the market that provide the products at such a reasonable cost.

Further, the organisation has a very good reputation in the market and well-established links that will
help them venture into the B2C segment and successfully conduct its operations.

Target market segment strategy

We will focus our marketing efforts on attracting end-users and small businesses. We reached this
decision after careful market analysis and identifying the needs of this market segment.

Marketing objectives

• To generate 60-70% revenue from small businesses and institutions

• To increase brand awareness in the market

• To generate 20-30% revenue from the new market segment (B2C engagements)
Pricing Strategy

Online Media Solutions will establish a pricing system to guide our clients on the nature of the
services and the corresponding prices. Since we will be dealing with a market segment that tries to
reduce costs, we will charge our services on an hourly basis. It will make the clients understand the
services that will most likely cost them more.

Expected costs, profits and sales

As the organisational pricing strategy, Online Media Solutions will charge for its products and
services on an hourly basis.

Following are the expected costs associated with the production and delivery of its products and
services:

• Expected costs for its products and services:

o Labour cost: $35/hour

o Indirect costs: $40/hour

• Net-profit targets: 35%

• Expected time to develop its products: 10-15 hours.

Performance gaps and management decisions

Based on the analysis of performance from the previous year, it was identified that the business has
been unable to achieve the sales target by 15% due to the current pandemic situation. To meet the
sales target for the upcoming years, the management wants to venture into a new market, i.e. B2C
engagements, by selling the products to the end-users.

These operational change requirements are given below.

Operational change requirements

Operational change requirements

“Online Media Solutions” is a full-service web solutions provider for businesses. The company offers
services through the mode of its B2B engagements.

“Online Media Solutions” further want to venture into B2C engagement by selling its products to the
end-users. The products that the business will develop and sell to the end-users include:

• Web templates

• CMS templates

• Graphic templates

o Brochure

o Flyers
 o Business cards

• Logo templates

B2C Products

“Online Media Solutions” product portfolio includes Web Templates, CMS Templates, Graphics
Templates, Brochures, Flyers, Business cards and Animated logo templates. The prices are typically
listed on the online shop where customers can either take monthly subscription or pay per download
as per need.

The business will have a database that will act as the repository for all the products.

Budget requirements for operating B2B engagements

Budget requirements for operating B2B engagements

Start-up expenses

Legal $2500

Stationery $1500

Insurance $2000

Website re-development $30000

Recruitment $10000

Software and hardware $25000

Marketing and advertisements $20000

Total Start-up expenses $96000

Start-up assets

Cash required $200000

Other current assets $25000

Long-term assets $250000

Total assets $475000

Total requirements $571000

Operational model and strategies

The business will focus on B2C engagements along with the existing B2B engagements.

B2C engagements

The B2C engagement is primarily done through a dedicated online shop where customers can
browse through the repository, select designs or templates or download. The steps in the process are
as follow:

Sign up
Browse Select Sign up Pay/Subscri Download
be

Key strategic metrics

• Price

• Quality

• Network

• Service

• Relationship

• Customer-centric goals

Strategic initiatives

• Attractive portfolio

• Aggressive marketing

• Excellent service

• Service

• Relationship

• Customer-centric goals
Policies and procedures for operational change

‘Online Media Solutions’ has a risk management plan in place to manage risks associated with
operational change.

Risk management plan excerpt

The organisation’s risk management plan is prepared in accordance with the ISO 31000 risk
management framework.

Purpose of the Risk Management plan

The purpose of the risk management plan is to allow Online Media Solutions to identify and record
potential risks.

The plan also allows mitigation strategies to be developed and tracked.

Risk strategy

‘In order to ensure that risks are identified in a consistent manner across the organisation, a “Risk
Assessment Model” will be applied. This will rank the risks in priority order, and those risks
considered important to track will be recorded on the “Summary of Risks”. Mitigation strategies will
be developed, recorded and monitored on a monthly basis by the Operations Manager. If new major
risks are identified, these shall be recorded. The “Summary of Risks” will be reported to the board on
a weekly monthly basis.

The following diagram represents the process to be followed:

Risk matrix to be used:

The following risk matrix should be used to determine the priority of risks.

Your role and responsibilities

You are working as Operations Manager in ‘Online Media Solutions’. You report to the General Manager
of the organisation.

The General Manager wants you to develop and implement a change management plan to lead and
manage organisational change.

As part of your job role, you have the following responsibilities:

• Analyse and interpret information about the organisation’s internal and external environment

• Consult with stakeholders to identify requirements and opportunities for changes that support
organisational objectives

• Prioritise opportunities for changes with input from relevant stakeholders

• Develop a change management project plan for the priority changes incorporating resource
requirements, risk management and timelines

• Develop strategies to communicate or educate the changes and embed them

• Obtain approvals and agree on reporting protocols with relevant managers and implement the
plan, including addressing barriers to change

• Review and evaluate the change management project plan and modify as needed to achieve
objectives

Skills Test:

This assessment task requires you to demonstrate skills to develop and implement a change
management plan to lead and manage organisational change for ‘Online Meda Solutions’.
In the course of the above, you must:

• Analyse and interpret information about the organisation’s internal and external environment
and consult with stakeholders to identify requirements and opportunities for changes that
support organisational objectives

• Prioritise opportunities for changes with input from relevant stakeholders

• Develop a change management project plan for the priority changes incorporating resource
requirements, risk management and timelines

• Develop strategies to communicate or educate the changes and embed them

• Obtain approvals and agree on reporting protocols with relevant managers and implement the
plan, including addressing barriers to change

• Review and evaluate the change management project plan and modify as needed to achieve
objectives.

To do so, you must complete the following activities:

• Activity 1: Identify major operational change requirements

• Activity 2: Develop a change management project plan

• Activity 3: Implement the plan, including addressing barriers to change

• Activity 4: Review and evaluate the change management project plan and modify as needed to
achieve objectives
The roles and their responsibilities: Relationships with stakeholders such as staff members
and General manager

The assessment task requires you to communicate with a number of organisational stakeholders. The
main roles applicable to the assessment task includes:

Role number 1: General Manager: The General Manager is the individual who supervises or is in
charge of the organisation. They belong to a higher rank or status. Their job role and responsibilities
are:

• Assign a team to you to complete the project

• Assist you in understanding the task requirements

• Provide you information about job roles and responsibilities

• Supervise you completing the assessment task and requirements

Role number 2: Departmental Managers: The departmental managers (IT Manager, Marketing
Manager and Sales Manager) are the student’s co-worker or workfellow. They are associates that the
candidate works with. Their job role and responsibilities are:

• Assist you in completing the project on time

• Collaborate with you to develop a strategic change strategy

• Participate in a healthy and open discussion

Note:

• The trainer/assessor will take on the role of General Manager.

• The trainer/assessor will assign the roles of team members for each activity.

• Each student will be assessed individually for all assessment activities.

Timeframe to complete the project:

Two weeks (You have two weeks to complete the project)

Task requirements

• You will be assessed on your technical knowledge and skills to complete this project

• You will be assessed on working in a team environment and meeting your job role and
responsibilities

• You must follow the instructions provided by the General Manager.

• All individuals must complete their role and assigned responsibilities and meet the specified
deadlines

• The task must be completed in the specified timeframe.

Activity 1: Identify major operational change requirements

This part of the activity requires you to analyse and interpret information about the organisation’s
internal and external environment and consult with stakeholders to identify requirements and
opportunities for changes that support organisational objectives.

To do so, you are required to complete the following two (2) parts:

• Part A: Analyse and interpret information about the organisation’s internal and external
environment.

• Part B: Consult with stakeholders to identify requirements and opportunities for changes.

Part A: Analyse and interpret information about the organisation’s internal and external environment.

This part of the activity requires you to analyse and interpret information about Online Media Solutions’s
internal and external environment.

To do so, you are required to:

• Conduct the SWOT analysis considering the organisation’s internal environment using
‘Template 1’.

• Conduct a PESTLE analysis of the organisation’s external environment using ‘Template 2’.

• Identify change requirements and opportunities according to organisational objectives,

performance gaps, business opportunities or threats, and management decisions (Given in the
case study) and document using ‘Template 3’.

• Identify risks based on the outcomes of SWOT analysis and PESTLE analysis conducted and
document using ‘Template 3’.
Template 1: SWOT analysis

Strengths Weaknesses

• Online media solutions have • Highly competitive market due to

experienced team to develop huge rivalries between the online
B2C products media solutions

• Experience team • Highly competitive market

• Market demand • Low margin

• Known market

Opportunities Threats

• The business has B2C engagement • Price wars of the competitors to

for selling the web-based products to offer quality services at cheap prices
the customers, such as web, CMS,
graphic templates • Price wars

• B2C engagement to sell web- • Market share of existing players

based products
Template 2: PESTLE analysis
Project: Online Media Solutions
Date: 1/7/22
Element Factor
• The government may
bring new tax reforms.
• Traffic trade barriers are a
hindrance to the business,
including customs policy
plus export subsidies.
Political
• Inflation
• Increasing labor cost
Economic
• Use of social media is
increasing everyday
globally.
Sociological
• Opportunity: Advertise
Technological through social media
Analyst: Project Manager Hao
Huang
Business Impact
• It can change the revenue
generation of Online Media
Solutions.
• It causes a ban and restrictions on
exports.
• Impact on company
investor's loan interest
• It can cause the excess of budget
of HR
• privacy issues, fake news, and
sponsored posts are some of
the concerns that many users
raise
• social media companies are in
constant pursuit of innovation
and development
• Social messaging, gaming, and
videos are becoming
increasingly
 popular

• contain a lot of personal • must follow certain rules

information of their and regulations.
users.
Legal

• Affects on planet • Computers, smartphones, laptops,

and tablets are some of the
Environmental devices to get access to social
media

Template 3: Change requirements, opportunities and risks

Change requirements, opportunities and risks

Change requirements and opportunities (50-100 words)

• Due to the current pandemic situation, the business is not able to meet its sales target by
15%. In order to meet the sales target, the management is required to venture into new
markets, like B2C engagements, by selling products to customers (Salek 2021).

Risks based on the outcomes of SWOT analysis and PESTLE analysis (Any
four)

• LACK OF A CLEAR DIGITAL MARKETING STRATEGY

A digital marketing plan is as essential as any other strategic communications generated by a
company. The digital marketing risk of not having a clear plan is the dangerous
consequences of the aforementioned.
Sales pipeline – This pipeline is a visual and real display of the current state of company and
not creating a plan with lead to fewer sales, lead which inevitably leads to a decrease in sales
and profit
Weak online presence – buyers are growing more skeptical and judging based on a company’s
digital engagement and the risk of misinterpretation of information.

• LACK OF RESEARCH FOR TARGET AUDIENCE

The danger in online marketing is lack of research especially in terms of audience analysis.
Not defining the target segment for your campaign can open up the organization to risks like
waste of money, resources and failure of achieving the goals of the campaign.
There is also an added risk of information bombarding your target as well as information
being lost in the sea of advertisements on the internet. Without segmentations, the data
analysis process is rendered ineffective. Highly targeted and automated messages can be
useful to beat your campaigns.

• MISLEADING BOT TRAFFIC

Creating and releasing digital content can possibly lead to bot traffic. These advertisements
can be measured by consumers that are processed by several tech softwares.
Privacy Protection – With increasing awareness among consumers, the concerns about privacy
are openly voiced. Targeting your audience and displaying ads includes the risk of bad faith.
This risk can be avoided by being transparent and being clear on your privacy policy to ease
consumers and make them feel safe.

• TRADEMARK INFRINGEMENT
Trademark infringement is a concern for digital marketers. With so much emphasis on
branding, every brand wishes to protect their ideas and any concepts that are or could be an
 asset to their portfolio. These have several forms like words, logo or taglines and it is highly
possible that a particular firm has been unknowingly using registered trademarks from
another company.
Digital marketing is used by almost all businesses and if your firm keeps the above in mind
while implementing a communication strategy online and ensuring a stronger ROI. These
mistakes and risks can easily be avoided to build a strong brand

Part B: Consult with stakeholders to identify requirements and opportunities for changes.

This part of the activity is a continuation of part B of this activity.

This part of the activity requires you to consult with the following stakeholders, specialists and experts
to identify and confirm change management requirements and opportunities that support the
organisation’s objectives and the change management process to be followed.

• IT Manager

• Marketing Manager

• General Manager

• External change management specialist

To do so, you are required to arrange a meeting with the above-given stakeholders.

Roles and responsibilities during the meeting:

Stakeholders, specialists and experts (IT Manager, Marketing Manager, Sales Manager General
Manager and External change management specialist)

• The trainer/assessor will take on the role of the General Manager.

• The trainer/assessor will allocate the role of the other above-given stakeholders to the
students/staff members.

• The participants of the meeting will collaborate with the student to identify and confirm
change requirements and opportunities.

• The participants will provide feedback, opinions or views on change requirements and
opportunities.

• IT Manager, Marketing Manager and Sales Manager will agree with the change requirements.

• External change management specialist will discuss the change management process to be
followed.

Student (Operations Manager)

• Express opinions and information on the change requirements and opportunities.

• Clarify the change management requirements and opportunities and the change
management process to be followed.
 • Discuss and seek information using appropriate structure and language for the audience

• Use questioning and active listening to clarify or confirm understanding

Before the meeting, the student is required to:

• Create an agenda for the meeting that encourage the participants to discuss the change
requirements and opportunities.
• Analyse the outcomes of Activity

1. During the meeting, you must:

• Welcome the participants

• Provide an introduction to the meeting’s purpose
• Collaborate with them and discuss the key points given below:
o Outcomes of SWOT analysis (Activity 1)
o Outcomes of PESTLE analysis (Activity 1)
o Change requirements and opportunities (Activity 1)
o Risks based on the outcomes of SWOT analysis and PESTLE analysis (Activity 1)
• Provide an opportunity for discussion.
o Listen and comprehend information from a variety of spoken exchanges with the
participants of the meeting
o Provide an opportunity for the audience to ask questions
o Respond to questions.
o Acknowledge and respond to differences in opinions.
• Prioritise opportunities for changes with input from managers
• Agree on the change management requirements and opportunities that support the
organisation’s objectives and the change management process to be followed.

Close the meeting:

• Summarise the agreed outcomes using the meeting minutes template provided.

After the meeting:

• E-mail the meeting minutes to the participants of the meeting.

Meeting Title: Discussion on the change requirements and opportunities

Meeting Location:
Date: 2/7/22 Meeting Time: 2 pm Conference hall of Online
Media Solutions

Meeting called by Project Manager

Type of meeting Business meeting

Facilitator General Manager

Notetaker IT Manager
Timekeeper Sales Manager
Attendees IT Manager, Marketing Manager, General Manager,
External change management specialist

Agenda topic 1 Change requirement analysis

Discussion Discussion on the 0utcomes of the SWOT, PESTLE analysis, change

requirements and opportunities and Risks based on outcomes of
SWOT analysis and PESTLE analysis

Action items Person responsible Deadline

Implementation of B2C
engagement of the Marketing Manager By the end of April 2022
business
Activity 2: Develop a change management project plan

This activity is a continuation of Activity 1.

This activity requires you to develop a change management project plan for the priority changes (Based
on outcomes of Activity 1), incorporating resource requirements, risk management and timelines.

The change control board will be:

• General Manager/Project Sponsor

• Operations Manager/Project Manager

• Project Team/Stakeholders

The change management project plan must be prepared using ‘Template 4’ and must be 1000-1200
words in length.

The timeline for implementation of the change is six (6) months.

To develop the change management project plan, you are required to:

• Analyse the information given in the case study and the outcomes of Activity 1.

• Assess risks and opportunities presented by operational change requirements based on the
outcomes of Activity 1.

• Prepare the change management project plan using ‘Template 4’ and include the following
details:

o Introduction

o Change management opportunities and requirements

o Change Control Board

o Roles and responsibilities

o Change control process

o Resource requirements

o Risk management

o Timelines.
Template 4: Change management project plan

Change management project plan (1000-1200 words)

Introduction

The Change Management Plan was created for the Inventory Services (IS) Project in order to set

expectations on how the approach to changes will be managed, what defines a change, the

purpose and role of the change control board, and the overall change management process. All

stakeholders will be expected to submit or request changes to the IS Project in accordance with

this Change Management Plan and all requests and submissions will follow the process detailed

herein.

Change management opportunities and requirements

There are several types of changes which may be requested and considered for the IS Project.

Depending on the extent and type of proposed changes, changes project documentation and the

communication of these changes will be required to include any approved changes into the

project plan and ensure all stakeholders are notified. Types of changes include:

• Scheduling Changes: changes which will impact the approved project schedule. These

changes may require fast tracking, crashing, or re-baselining the schedule depending on

the significance of the impact.

• Budget Changes: changes which will impact the approved project budget. These changes

may require requesting additional funding, releasing funding which would no longer be

required, or adding to project or management reserves. May require changes to the cost

baseline.

• Scope Changes: changes which are necessary and impact the project’s scope which may

be the result of unforeseen requirements which were not initially planned for. These

changes may also impact budget and schedule. These changes may require revision to

WBS, project scope statement, and other project documentation as necessary.

The project manager must ensure that any approved changes are communicated to the project

stakeholders. Additionally, as changes are approved, the project manager must ensure that the
changes are captured in the project documentation where necessary. These document updates

must then be communicated to the project team and stakeholders as well.

Change management approach

The Change Management approach for the IS Project will ensure that all proposed changes are

defined, reviewed, and agreed upon so they can be properly implemented and communicated to

all stakeholders. This approach will also ensure that only changes within the scope of this

project are approved and implemented.

The Change Management approach is not to be confused with the Change Management Process

which will be detailed later in this plan. The Change Management approach consists of three

areas:

• Ensure changes are within scope and beneficial to the project

• Determine how the change will be implemented

• Manage the change as it is implemented

The Change Management process has been designed to make sure this approach is followed for

all changes. By using this approach methodology, the IS Project Team will prevent unnecessary

change from occurring and focus its resources only on beneficial changes within the project

scope.

Change Control Board

The Change Control Board (CCB) is the approval authority for all proposed change requests
pertaining to the IS Project. The purpose of the CCB is to review all change requests, determine their
impacts on the project risk, scope, cost, and schedule, and to approve or deny each change request.
The following chart provides a list of the CCB members for the IS Project:

Name Position CCB Role

A. Smith IS Project Sponsor CCB Chair

T. White IS Project Manager CCB Member

B. Brown IS Project Technical Lead CCB Co-Chair

J. Jones IS Project Operations Lead CCB Member

As change requests are submitted to the IS Project Manager by the project team/stakeholders, the
Project Manager will log the requests in the change log and the CCB will convene every other Friday
to review all change requests. For a change request to be approved, all CCB members must vote in
favor. In the event more information is needed for a particular change request, the request will be
deferred and sent back to the requestor for more information or clarification. If a change is deemed
critical, an ad hoc CCB meeting can be called in order to review the change prior to the next
scheduled bi-weekly CCB meeting.

Roles and responsibilities

The following are the roles and responsibilities for all change management efforts related to the

IS Project:

Project Sponsor:

• Approve all changes to budget/funding allocations

• Approve all changes to schedule baseline

• Approve any changes in project scope

• Chair the CCB

Project

Manager:

• Receive and log all change requests from project stakeholders

• Conduct preliminary risk, cost, schedule, scope analysis of change prior to CCB

• Seek clarification from change requestors on any open issues or concerns

• Make documentation revisions/edits as necessary for all approved changes

• Participate on CCB

Project

Team/Stakeholders:

• Submit all change requests on standard organizational change request forms

• Provide all applicable information and detail on change request forms

• Be prepared to address questions regarding any submitted change requests

• Provide feedback as necessary on impact of proposed changes

Change control process

The Change Control Process for the IS Project will follow the organizational standard change process
for all projects. The project manager has overall responsibility for executing the change management
process for each change request.

1) Identify the need for a change (Stakeholders) – Change requestor will submit a completed change
request form to the project manager.

2) Log change in the change request register (Project Manager) – The project manager will keep a log
of all submitted change requests throughout the project’s lifecycle.

3) Evaluate the change (Project Manager, Team, Requestor) – The project manager will conduct a
preliminary analysis on the impact of the change to risk, cost, schedule, and scope and seek
clarification from team members and the change requestor.

4) Submit change request to CCB (Project Manager) – The project manager will submit the change
request, as well as the preliminary analysis, to the CCB for review.

5) Obtain Decision on change request (CCB) – The CCB will discuss the proposed change and decide
whether or not it will be approved based on all submitted information.

6) Implement change (Project Manager) – If a change is approved by the CCB, the project manager
will update and re-baseline project documentation as necessary.

Resource requirements
• Flowcharts/ Process Maps.
• ADKAR Analysis.
• Culture Mapping.
• Force Field Analysis.
• Stakeholder Analysis.
• Kotter's 8 Step Change Model.
• Lewin's Change Model.
• Gantt Charts.

Risk management

Risks are any factor that may contribute to failure. Instead of pointing out what may trigger failure,
an alternative is identifying what is necessary for the outcomes to be successful.

Success factors are what is needed for a solution to be accepted or adopted – so what is needed to
achieve the desired outcomes.

This positive outlook achieves the same purpose as identifying the risks, and it has notable benefits
for leaders and change practitioners. Use success factors in your risk assessment to:

Add credibility to change management: Instead of pointing out the negatives, success factors
illustrate the big picture and what is crucial for success.

Reduce barriers with positive language: It is understandable that people may become defensive
when negative feedback is attributed to them or their work. Success factors express how leaders and
employees contribute to success – instead of failure.

Compare outcomes and evaluate success: Identifying the success factors creates a clear definition of
success so outcomes can be evaluated.

This is the approach we use in our Managed Change methodology. It starts by understanding what is
necessary for a change project to be successful, and then initiates an iterative process to identify and
manage weak or missing success factors at every stage.

Timelines
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8
Activities

Request for ●
change
Scope the key
reasons for ● ●
changes
 Identifying
reasons for ● ● ●
change

Impact analysis ● ● ● ●

Review KPIs ●

Perform gap ●
analysis

Sponsor Acceptance

Approved by the Project Sponsor:

Date:

<Project Sponsor>

<Project Sponsor Title>

Activity 3: Implement the plan, including addressing barriers to change

This activity is a continuation of Activity 3. This activity requires you to implement the change
management project plan, including addressing barriers to change.

To do so, you are required to complete the following parts:

• Part A: Assign resources to the project

• Part B: Agree on reporting protocols with relevant managers

• Part C: Preapre an implementation plan

• Part D: Develop communication or education plan

• Part E: Arrange and manage activities for the delivery of communication or education plans

Part A: Assign resources to the project

This part of the activity requires you to assign resources to the project to implement the operational
change requirements.

To do so, you are required to prepare a resource management plan using ‘Template 5’.

The resource management plan must include the following detail:

• Resources required to implement the change (Any five)

• Tasks for which the resources are required

• How to obtain resources?

• Timeframe for which the resources are required

Template 5: Resource plan

Resource plan

Resources required Tasks for which How to obtain Timef rame for
to implement the the resources are resources? the rwhich
change (Any five) required esources are
required

Identify changes and From the organizational leaders

Positional leaders perform an impact assessment 15 days

Surveys and questionnaires Verbal communication From employees 15 days

skills

Perform administrative, From management 15 days

sales, customer
Monitoring plan for the process relationship management
duties.

Delivery of project From management 15 days

activities as per project
Change management plan plan for each stream

Verbal communication From management 15 days

skills
Seminars, workshops, and
discussion sessions
Part B: Agree on reporting protocols with relevant managers

This part of the activity requires you to agree on reporting protocols with the following managers:

• IT Manager

• Marketing Manager

• General Manager

Note: The trainer/assessor will provide the e-mail addresses of the managers specified above.

To agree on reporting protocols, you need to:

• Develop reporting protocols using ‘Template 6’ for communicating the status of change, such as
hierarchy updates for reporting lines.

• E-mail the reporting protocols to the Managers. Follow the e-mail guideline provided:

o Ensure the text written in the e-mail is grammatically correct and free of errors.

o Use business style writing.

o Write an appropriate subject line.

o The text must provide a summary of the attachment.

o Attach reporting protocols to the e-mail.

To: itmanager@onlinemediasolutions, marketingmanager@onlinemediasolutions,

generalmanager@onlinemediasolutions

Subject: Discussion on the reporting

protocols Respected Sir,

We are writing this email to discuss the reporting protocols required for the change

management plan.

You are requested to update in case it requires any further changes.

From: Project Manager

Online Media Solutions

Part C: Prepare an implementation plan

This part of the activity requires you to prepare an implementation plan using ‘Template 6’ for
implementing the change in the organisation.
To prepare the implementation plan, you are required to:

• Identify and document the activities to be completed to implement the change.

• Resources required to complete the activities

• Evaluation criteria/KPIs

• Person responsible
Template 6: Implementation plan

Implementation plan

Activities to be Resources required Evaluation Person responsible

completed (Any five) criteria/KPIs

Identify changes and Change management plan Reduction in the number of Project Manager
perform an impact assessment unauthorized changes

Seeking employee feedback Communication plan Request for feedback HR Manager

Launching and monitoring

changes Resource plan Individual employee Project Manager
assessments

Project performance
metrics

Tracking of change
management activities
• Establishing
Evaluation of the changes Implementation plan training Project Manager
costs
• Assess the results
• Estimating
impacts for due
diligence
• Planning impact
through strategy
• Monitoring impact
to improve
program
• Evaluating impact
to prove value
Communicate changes to the
management team Communication plan Communication plan Project Manager
activities on schedule
Part D: Develop communication or education plan

Context:

The management wants you to develop strategies to communicate or educate the change and embed
them. This is to ensure that the employees are taken into confidence to ensure effective
implementation of the change management project plan.

Description:

This part of the activity requires you to prepare a communication or education plan using ‘Template 7’
to address the barriers to change (Barriers given in the ‘Context’).

To prepare a communication or education plan, you are required to:

• Strategies to communicate or educate the changes and embed them

• Resources required

• Evaluation criteria/KPIs

• Person responsible
Template 6: Develop communication or education plan

Communication or education plan

Objectives of the communication plan: (Any three)

Delivering consistent and coordinated messages on the change requirements

Strategies to communicate or educate the Resources required Evaluation Timelines Person responsible
changes and embed them (Any four) criteria/KPIs

Problem analysis matrix Employee analysis of 1 month Project Manager

issues
Focus on the business problems

Face-to-face (office training Request for 1 month Project Manager

room) feedback
Respecting the point of view of others on the change
requirements

Face-to-face (office training Request for 1 month Project Manager

room) feedback
Acknowledge sharing of causes of the issues

Face-to-face (office training Request for 1 month Project Manager

Conducting weekly meetings to engage the stakeholders room) feedback
Part E: Arrange and manage activities for the delivery of communication or education
plans

Context:

As per the communication or eduction plans developed, during the initial month of the
implementation plan, the Operations Manager need to arrange and manger the
following activities for the delivery of communication or education plans:

• Activity 1: Prepare a presentation to educate the change

• Activity 2: Deliver a presentation to educate the change

Description:

This part of the activity requires you to arrange and manage activities for the delivery of
communication or education plans.

To do so, you are required to complete the following two (2) parts:

• Part A: Prepare a presentation to educate the change

• Part B: Deliver a presentation to educate the change

Assessment Task 2 – Version 1.0 Page 39 of 44

Part A: Prepare a presentation to educate the change

This part of the activity requires you to prepare a presentation to educate and embed
the change. The presentation will be delivered in part B of this activity.

Before preparing the presentation, you are required to:

• Analyse the change requirements.

• Analyse the implementation plan (Activity 3: Part C)

When preparing the presentation, you must ensure:

• Set out your presentation in a clean, simple and not too fussy way.

• Add questions in the presentation to make it more interactive.

• Add visual effects.

• Follow the presentation

guidelines. Presentation guidelines:

• Prepare 10-15 slides.

• Include the following content in the presentation:

o The rationale and vision for the change

o The benefits of the change

o Impacts of the change on operations

o Strategies to be adopted/actions to be implemented to implement the

change effectively

Assessment Task 2 – Version 1.0 Page 40 of 44

Part B: Deliver a presentation to educate the change

This part of the activity requires you to deliver a presentation to educate the change. The
audience of the presentation will be the staff members.

The trainer/assessor will allocate the role of the staff members to the students in the
class.

You need to deliver the presentation in front of the staff members. The purpose of the
presentation is to educate the change and embed them.

When delivering the presentation, you must:

• Have good posture

• Smile and act relaxed. It will make you look and feel more confident.

• Make eye contact with your audience instead of reading off your notes the entire
time.

• Avoid distracting behaviours, like chewing gum or fidgeting.

• Watch for nervous gestures, such as rocking or tapping.

• Take time to think during your presentation. Make an effort to slow your pace
and include pauses.

• Pay attention to your volume. Think about projecting your so that everyone can
hear what you have to say.

• Try to speak clearly so that your audience can easily understand your words.

Assessment Task 2 – Version 1.0 Page 41 of 44

Activity 4: Review and evaluate the change management project plan and
modify as needed to achieve objectives

Activity context:

The change is in its implementation phase. During the initial month of the
implementation, the following were the outcomes:

• Performance of communication or education plan

o Delivering the presentation was not an effective solution.

• Change program objectives:

o More rigrous training sessions should be implemented to embed the

change.

o Coaching and mentoring sessions should be arranged to identify and

address the areas of improvement.

• Barriers to change:

o Lack of employee engagement leading to resistance to change.

o Lack of transparency and poor communication from leadership

Description of the activity:

This activity requires you to review and evaluate the change management project plan
and modify it as needed to achieve objectives.

To do so, you are required to:

• Assess the performance of communication or education plan against objectives.

(Based on the information given in the ‘Activity context’)

• Identify and respond to barriers to the change given in the ‘Activity context’
according to risk management plans and organisational objectives.

o Document actions to address the identified barriers and modify the

‘Change management project plan’ developed in Activity 1, considering
the identified barriers.

• Modify ‘communication or education plan’ prepared in ‘Activity 3 – Part D’

according to change program objectives.

E-mail/Submit the following documents to the trainer/assessor:

• Revised ‘Change management project plan’.

• Revised ‘Communication or education plan’.

Assessment Task 2 – Version 1.0 Page 42 of 44

Performance Criteria/Performance Checklist
Your task must address the following performance criteria/ performance checklist.

S N/S Trainer/Assessor to complete

To be assessed as satisfactory (S) in this assessment
(Comment and feedback to
task the participant needs to demonstrate
students)
competency in the following critical aspects of
evidence
a) Conducted the SWOT analysis considering the ❑ ❑
organisation’s internal environment

b) Conducted a PESTLE analysis of the ❑ ❑

organisation’s external environment

c) Identified change requirements and ❑ ❑

opportunities according to organisational
objectives, performance gaps, business
opportunities or threats, and management
decisions

d) Identified risks based on the outcomes of SWOT ❑ ❑

analysis and PESTLE analysis conducted and
document

e) Created an agenda for the meeting that ❑ ❑

encourage the participants to discuss the
change requirements and opportunities

f) Assessed risks and opportunities presented by ❑ ❑

operational change requirements

g) Prepared the change management project ❑ ❑

h) Developed reporting protocols using ‘Template ❑ ❑

6’ for communicating the status of change, such
as hierarchy updates for reporting lines.

Assessment Task 2 – Version 1.0 Page 43 of 44

i) E-mailed the reporting protocols to the ❑ ❑
Managers.

j) Identified and documented the activities to be ❑ ❑

completed to implement the change.

k) Assessed the performance of communication or ❑ ❑

education plan against objectives.

l) Identified and responded to barriers to the ❑ ❑

change given in the ‘Activity context’ according
to risk management plans and organisational
objectives.

m) Modified ‘communication or education plan’ ❑ ❑

Assessment Task 2 – Version 1.0 Page 44 of 44